Reconcile rental inventory, condition, and decor safety

A shared manifest and condition record prevent return disputes; approved placement and installation keep décor from becoming a guest hazard.

Rental coordination works best when the couple can see what is included and the venue can see how it will be installed and removed. The same manifest should follow items from warehouse to room to return, with creative choices tied to actual quantities and dimensions.

Control the inventory

• Itemize by location. List item, description, quantity, size, color, room, setup position, and owner. Distinguish vendor rentals, venue property, couple-owned décor, and items another supplier is bringing.
• Record condition at each handoff. Note existing stains, chips, instability, missing parts, or packaging at dispatch and delivery. Use clear photos and an exception log rather than an accusatory message after the event.
• Reconcile changes before installation. Substitutions need the authorized client or coordinator approval when appearance, function, accessibility, or price changes. Update the proposal and manifest together so the warehouse and couple see the same decision.
• Count on return. Separate damaged, missing, and venue-retained items, assign someone to collect small pieces, and obtain the venue or return-dock acknowledgment. Share the final exception record with the couple before any additional charge.

Review decor as a physical installation

Check table stability, chair and aisle clearances, step-free routes, sightlines, hanging or elevated items, open flame, heat, electrical components, and outdoor wind exposure. Use venue-approved fasteners and suitable professionals for rigging or structural work; never block exits, alarms, signage, or fire equipment.

Confirm candle and flame rules, materials, and fire-watch or extinguishing requirements with the venue and local authority. Battery alternatives can still need heat, battery, and trip-hazard review. Keep packaging and sharp installation tools out of guest areas.

Owners and timing

• Owner: The rental lead owns manifest and condition; the designer owns intended placement; venue operations approves property and fire rules; the coordinator authorizes substitutions and final release.
• Timing: Approve the manifest with the layout, inspect at delivery, recheck safety after room changes, count during strike, and send the condition summary before invoicing exceptions.
• Checklist: Quantities, ownership, condition photos, substitutions, layout, accessibility, flame and attachment approvals, installation inspection, return count, and acknowledgment.

Fire codes, permits, and installation requirements vary by jurisdiction. Follow the venue, applicable code officials, and qualified installers rather than treating this checklist as an approval.

A wedplan.ai guide on the Rentals & decor safety board. More planning guides.